What is an annual work plan?
It is a set of successive activities over a period of one year, interconnected and which contribute to the same broader aim.
Within the strategic approach or global action plan of an organisation (what the organisation would like to achieve in the year(s) to come), you are asked to identify a coherent set of activities/elements to be submitted to the EYF. It should be in line with what you do and want to achieve, but it should also be in line with the work, priorities and principles of the youth sector of the Council of Europe.
Each activity/element should contribute to the aim of the work plan and the accomplishments of the work plan as a whole should contribute to the global purpose of the organisation. The work plan does not need to reflect the whole strategy of your NGO; it can be one element of it only.
The different activities of a work plan have to contribute to achieve the objective of the work plan as a whole and have to be interconnected.
It is useful to look at the "flow" of the various actions chronologically: individual activities are linked to each other, feed off and feed into each other (content-wise, through the participants and/or multipliers, towards one common result).
Material production or preparatory meetings should not be included as separate activities. They should be included in the activities they are contributing to.
The maximum grant allocated is €50 000. The grant awarded for an annual work plan is paid in three instalments: 60% when the signed contract is sent to the EYF by post and the conditions in the contract (if any) are met, 25% upon receipt of the interim report and the remaining 15% upon receipt of a satisfactory activity and financial report.
The following criteria are a requirement for annual work plans
- Composed by several activities (international/other); at least one international activity;
- Clear flow/link between activities: interconnected;
- Each individual activity contributes to the overall objectives of the work plan;
- Link with priorities, missions and vision of the CoE youth sector;
- At least one third of co-funding for international activities;
- A gender perspective is taken into account throughout the whole process.
- Importance is also given to a non-formal education approach in your projects.
Until now, four working days were considered as a minimum duration for an international activity based on the principles of non-formal education/learning. However, in order to adapt to NGOs’ needs, the EYF will no longer consider this duration as a hard criterion. Nevertheless, the EYF will continue to assess grant applications on the basis of their merit and the quality of the programme provided. NGOs applying for activities lasting less than four days will have to convince the EYF that the activity is based on a non-formal education approach.
Please click here for more information.
What kind of activities can be included?
A work plan cannot be a set of very small activities or material production only. A work plan needs to have a "European dimension" and this means it should still contain international activities (at least one).
Remember the criteria of international activities (see link): 4 nationalities represented in the team, a gender and geographical balance among participants (minimum of 7 nationalities).
You should find co-funding for the international activities. The EYF will not be able to cover more than two-thirds of the total cost of the international activities calculated together (i.e. the two-third rule will not apply to each separate international activity).
“Other activities” can be included such as campaigns, study visits, series of workshops, “mobile” activities (activities which involve travel).
Examples of activities that can be included in a work plan as an “other” activity.
Preparatory meetings, research, needs analysis should be linked to an activity in the work plan, not an activity in itself. Material production should be the “result of” or part of the “follow up of” an activity and not an activity standing on its own.
Statutory or internal meetings (e.g. Board meetings, General Assemblies) cannot be included as separate activities in a work plan. These are covered by an EYF structural grant. If a statutory meeting takes place in conjunction with an activity supported by the EYF (e.g. a Board meeting directly after an international activity), this has to be clearly explained and the relevant costs must be separated.
Aim and objectives of an annual work plan
You will be asked to provide the objectives of each activity of the work plan and also the objectives and the aim of the work plan as a whole. The objectives of each individual activity should contribute to achieve the overall objectives of the work plan.
You need to show the relevance of the set of activities submitted to the EYF within the medium or long-term development of the organisation, but also show how this contributes to the priorities, mission and vision of the Council of Europe.
Gender perspective criteria included in all EYF grants
Special attention will be given to applications integrating a gender perspective. This should be clearly explained in the grant application. Gender perspective does not mean having an equal number of female and male participants. You should try to develop your project looking through different gender glasses, taking into account the needs of young women and men. More information on gender mainstreaming www.coe.int/equality and our gender mainstreaming page developed having in mind youth NGOs.
Advice for the application
- Remain concrete and use wisely the number of characters available. For example: test your writing skills by showing your work plan to someone outside your organisation and request their feedback: is it logical? Is it clear? Is it coherent? Is it convincing?
- Keep a clear focus.
- To ensure the flow and the coherence between the different actions, make sure that one activity leads to the next activity: they should feed off and feed into each other. Here are some suggestions: having a thematic connection between activities, the same participants in different activities, the same project team in all activities, creating a platform with results from all activities available to all participants.
- Once a work plan is submitted and validated, it is not possible to add more activities to it. If an additional activity emerges during the year, you can apply for another grant at the next deadline.
- The EYF guidelines and forms, should be used for guidance before submitting the application online.
- If approved, the organisation is requested to submit an interim report and a final financial and activity report.
- A work plan is assessed globally but individual activities are also assessed. They are compared to the general rationale with this question in mind: how do they support the main purpose?
- In the application, what must be clear:
- The specific objective of each activity;
- The flow or link between activities;
- The added value of each activity: how the objective of the activity contributes to the global purpose of the Work Plan.
How to report on an annual work plan?
The reporting for work plans is split in two parts. An interim report is requested (date is mentioned in the contract) –which is concerned with the activity report only. NGOs are asked to give an update on the state of play, the possible changes and the objectives achieved so far. No invoices are requested however, NGOs are asked to provide the real amounts (as possible). The final report is expected 2 months after the final activity of the work plan. Advice for reporting in more detail.
Who can apply?
When to apply?
How to apply?
Every NGO interested in applying to the European Youth Foundation has to go through this application process.
For more information, please click here to watch the video.